Purchase from principals
Orders raised from reorder levels, approved by amount and received by batch into the right godown.
- Reorder-driven buying
- Landed cost on every receipt
- Purchase returns
Distribution Buy, stock, sell, collect
Every godown, every outlet, on one ERP.
For distributors, stockists, C&F agents and wholesalers. Buy from principals, keep stock by godown and batch, apply schemes and credit limits on every order, bill with GST and collect on time, with your salesmen in the market on the same records.
- Every godown, one view
- Schemes and credit checked
- Margin by brand and outlet
Pune depot · todayLiveSample data
86Orders
₹14.2LBilled
₹6.8LCollected
11Below reorder
SO
Shree Traders, Nashik · 40 cartonsScheme 10 + 1 applied · from the salesman's phone
PickedCR
Om Agencies · new order₹ 2.1 L overdue beyond 45 days
Credit holdPO
Reorder to principal · 6 itemsRaised from reorder levels · needs approval
ApprovalEX
Batch B-0912 · 140 casesExpires in 21 days · pick this batch first
Near expiryKey features
Everything a distributor runs on, in one place.
From the purchase order to the principal to the payment from the last outlet, every step is a linked record on one database.
Stock across godowns
Every depot, godown and van as its own location, with transfers and projected stock.
- Godown-wise stock and value
- Inter-godown transfers
- Pick lists for each order
Batch and expiry
Batch numbers with expiry dates, picked first-expiry-first-out so stock is sold before it dates.
- Near-expiry alerts
- Batch on every invoice
- Expired stock returns
Price lists and schemes
Rates by customer group, slab discounts and free-item schemes applied on every order.
- Retailer, wholesaler, institution rates
- Buy 10 get 1 schemes
- Same price on phone and desk
Credit control
A credit limit and payment terms for every outlet, with orders held when the limit is crossed.
- Credit check on every order
- Holds released by approval
- Overdue by days
Orders from anywhere
Orders taken at the billing desk, by phone, or by salesmen in the market on the BeatOS app, even offline.
- One order screen everywhere
- Stock shown before promising
- Repeat-order suggestions
GST billing and e-way bills
Invoices with the right tax split, e-invoice IRN and e-way bill, printed the way your customers expect.
- E-invoice and e-way bill
- Credit notes for returns
- GSTR-1 and 3B ready
Collections and receivables
Outstanding by outlet and invoice, followed up by call or visit, and payments matched bill by bill.
- Receivables ageing
- Cheque, UPI and cash
- Collection by salesman
One order, end to end
From the principal to the outlet, and back to the bank.
An example from an FMCG distributor. Each step creates a linked record, so stock, money and GST always agree.
Replenish
01Reorder alert
Six items fall below their reorder level at the Pune godown, and a request is raised by itself.
Material requestSystem
02Order to the principal
The purchase order is approved by amount and sent to the company's depot.
Purchase orderPurchase
03Receipt with landed cost
Goods come in by batch and expiry; freight and unloading are added to the item cost.
Purchase receiptLanded costGodown
Sell
04Order at the outlet
The salesman takes the order on his beat, with the outlet's price list and stock in hand.
Sales orderSalesman
05Scheme and credit check
The 10 + 1 scheme applies by itself; an outlet over its limit is held for approval.
Pricing ruleCredit limitSystem
06Stock reserved
Confirmed orders reserve stock, so the next salesman sees what is really free to sell.
Projected stockBilling desk
Deliver and bill
07Pick by expiry
A pick list sends the godown to the oldest batch first, route by route.
Pick listGodown
08Dispatch with e-way bill
The delivery note goes out with the vehicle number and e-way bill.
Delivery noteE-way billDispatch
09GST invoice
Billed the same day with the batch on each line and the e-invoice IRN.
Sales invoiceBilling desk
Collect and close
10Collection follow-up
Overdue bills are called or visited; the salesman sees what each outlet owes before he walks in.
ReceivablesAccounts, salesman
11Payment and returns
Payments are matched invoice by invoice; damaged or expired goods come back on a credit note.
Payment entryCredit noteAccounts
12Margin by brand
Gross profit by brand, outlet and salesman, worked out from real landed cost.
Gross profitOwner
Selling to projects or institutions?The same chain handles quotations, phased deliveries and longer credit terms.
Inventory
Stock that turns, not stock that sits.
Money in a distribution business is mostly stock. BeatOS ERP shows which brands are moving, which are slow and which are about to run out or expire, godown by godown.
- Reorder levels and safety stock that raise requests by themselves
- Projected stock: on hand, on order and already promised
- Days of stock and turnover by brand and godown
- Slow, dead and near-expiry stock flagged before it costs you
Stock health · Pune depotSample data
| Brand | Stock value | Days of stock | Status |
|---|---|---|---|
| Brand A · Biscuits | ₹ 8,40,000 | 18 | Healthy |
| Brand B · Edible oil | ₹ 6,12,000 | 6 | Reorder |
| Brand C · Detergent | ₹ 3,96,000 | 64 | Slow |
| Brand D · Snacks | ₹ 46,000 | 21 | Near expiry |
Why an ERP
Why distributors move off spreadsheets and billing software.
Billing software prints invoices. An ERP runs the business around them: what to buy, what to push, who to chase and what you actually earned.
One view of the business
Stock, sales, purchases and money on one screen, by godown, brand, salesman and outlet.
No retyping, fewer mistakes
The salesman's order becomes the pick list, the invoice and the ledger entry without being keyed again.
Grow without the chaos
Add a godown, a new principal, more salesmen or a second firm without changing systems.
Better service to your outlets
The right price, fewer short supplies and faster delivery keep retailers ordering from you.
Decisions from live numbers
Margins, ageing and stock health are current every morning, not after the month is closed.
Only what you need
Start with billing, stock and collections, and switch on more modules as the business grows.
Reports
Know your margin and your money, every day.
Reports read live records, so the owner sees today, not last month.
Gross profitBy brand, item, outlet and salesman
Stock balance by godownQuantity and value
Stock ageingSlow and dead stock
Near-expiry batchesSell or return before it dates
Projected stockOn hand, on order and promised
Receivables ageingWho owes what, and for how long
Credit positionLimit, used and overdue by outlet
Sales by territoryBeats, salesmen and targets
Purchase by principalWhat you bought, at what rate
Pending ordersOrdered, not yet delivered
Delivered, not billedNothing slips through
GST registersSales, purchases and returns
BeatOS ERP for distributors
Buying, godowns and billing, in one ERP.
The depot, the billing desk and the salesmen in the market share the same stock, prices and credit limits.
Purchase and landed cost
Orders to principals and suppliers, receipts by batch, and freight added to cost.
- Reorder-driven buying
- Landed cost
- Purchase returns
Godowns, batch and expiry
Stock in every godown with batch and expiry, transfers and pick lists.
- First-expiry-first-out
- Inter-godown transfers
- Near-expiry alerts
Schemes, prices and credit
Price lists, slab discounts, free-item schemes and credit limits on every order.
- Schemes applied for you
- Credit holds
- Payment terms
GST billing and collections
GST invoices with IRN, e-way bills, and overdue followed up invoice by invoice.
- E-invoice and e-way bill
- Receivables ageing
- Margins by brand
In the market
Your salesmen work on the same records.
Beat plans, outlet visits, orders and collection calls happen in the BeatOS app, and land on the same stock, prices and outstanding the office sees.
- 1. Beat planToday's outlets, in route orderBeatOS app · Visits & Beats
- 2. Outlet visitGPS check-in, shelf photoBeatOS app · Visits & Beats
- 3. Order on the phonePrice list and schemes appliedBeatOS app · Sales Order
- 4. DispatchFrom the right warehouseBeatOS ERP · Delivery Note
- 5. GST invoiceBilled the same dayBeatOS ERP · Sales Invoice
- 6. Collection callOverdue chased, payment loggedBeatOS app · Telecalling
Challenges and solution
Where distributors lose money, and what changes.
Read it left to right: the problems we hear most, what we set up in BeatOS ERP, and what your salesmen get.
1The challenge
Where money leaks today
- Some brands run out while others sit for months.
- Stock expires in a corner of the godown.
- Schemes and rates differ between the salesman and the bill.
- Credit is given to outlets that already owe too much.
- Nobody knows the true margin after freight and schemes.
2We set up BeatOS ERP
One record for the whole depot
- Items, brands and price lists
- Godowns, batches and reorder levels
- Schemes and credit limits
- Purchase and landed cost
- GST billing and e-way bills
- Receivables and accounts
3BeatOS adds in the market
What your salesmen do on the phone
- Beat plans and outlet visits with GPS proof.
- Orders with the same prices, schemes and stock.
- Outstanding shown before every visit.
- Collection calls and payments logged.
- Daily activity and beat adherence for managers.
The resultEvery outlet covered, every order billed right, every rupee followed up.
The apps
What distribution teams use most.
Start with the apps that fix your biggest problem, and switch on more later. Click an app to see it in detail.
Specialised setups
Ready-made for parts of distribution.
We have deeper setups for these trades, with their own forms, reports and workflows.
How we implement
From first study to ongoing support.
Six steps, run by the BeatOS team with yours. We start with your item list, godowns and schemes, and move your billing across without stopping the depot.
- 1StudyYour principals, godowns, schemes and credit rulesERP Implementation
- 2ConfigurePrice lists, schemes and reorder levels on your dataERP Implementation
- 3MigrateItems, batch stock and outstanding from Tally or ExcelData Migration
- 4TrainBilling desk, godown, accounts and salesmenTraining
- 5Go liveWith our team alongside yoursERP Implementation
- 6SupportOngoing help, changes and updatesSupport & Hosting
FAQ
From distribution teams
Your process is different?
Tell us how your depot works today, and we will show it running in BeatOS ERP.
Book a demo →Can we keep stock in several godowns and vans?
Yes. Each godown, depot or van is its own location with stock, value and transfers, and reports show each one or the total.
Do schemes and discounts apply automatically?
Yes. Customer-group rates, slab discounts and free-item schemes apply on orders and invoices, at the billing desk and on the salesman's phone.
Can orders be stopped when an outlet owes too much?
Yes. Every outlet has a credit limit and payment terms, and orders above the limit are held until someone approves them.
Can we track batch and expiry?
Yes. Items can be batch-wise with expiry dates, picking follows first-expiry-first-out, and near-expiry stock is reported in time to sell or return it.
Does it generate e-invoices and e-way bills?
Yes. The IRN and e-way bill are generated from the invoice or delivery note, with the vehicle and transporter details.
Can we see the real margin after freight and schemes?
Yes. Freight and unloading are added to item cost on receipt, and the gross profit report shows margin by brand, outlet and salesman.
Can salesmen take orders without signal?
Yes. Orders, visits and payments are saved on the phone and sent when the network returns, with their real time and place.
Can managers see beat adherence?
Yes. Planned against visited outlets, by salesman and territory, every day.
Related industries
Also configured for teams like yours.
See your depot running on BeatOS ERP.
Bring your item list and one month of sales. We will show stock, schemes, credit and margins on it.